HomeMy WebLinkAboutBudget/Finance Committee Minutes 04.06.2010 MINUTES
BUDGET/FINANCE COMMITTEE
APRIL 6, 2010 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Chairman Kate Hart Mark Mace
Doug Poehls Chuck Dickerson
Mayor Ken Olson
OTHERS PRESENT: Mary Embleton Bill Sheridan
Chairman Kate Hart called the regular meeting of the Budget/Finance Committee to order at 5:34
p.m. There was no public in attendance.
The minutes of the March 16, 2010 meeting were presented and approved via motion by Mark,
seconded by Doug, and passed unanimously.
March claims totaling $620,189.80 were reviewed. This amount included over $467,600 in
construction project payments and other normal expenditures. Mary explained that she cancelled old
claims checks from 2000 through 2007 totaling $833.36 which leaves a total cash outlay of
$619,356.44. The committee signed off on all three lists. The claims were recommended for
approval via motion by Doug, seconded by Chuck, and passed unanimously.
There were 2 purchase requisitions presented:
9 -1 -1 FUND:
E 9 -1 -1 equipment from Qwest $10,172.75
SOLID WASTE FUND:
50 300 - gallon containers for solid waste — collection $13,250.00
It was questioned why the police chief did not get prior authorization before installing the new
equipment. Motion by Chuck, seconded by Doug to approve. Motion passed unanimously.
The Comp /OT reports were reviewed for PPE 3/21/10.
The Payroll Register for PPE 3/21/10 totaling $160,318.81 was reviewed by the committee. Motion
by Mark, seconded by Doug to recommend council approval of the payroll register. Motion passed
unanimously.
Clerk/Treasurer's Comments:
Audit response: The city has sent their response to the state regarding the auditor's findings, and
copies were distributed to the committee. The ad has also been published. The auditors removed
findings numbered 09 -10 & 11 regarding the Davis -Bacon issue as they had received a letter from the
federal government stating that this didn't apply to the first phase of the water project.
Budget process: Mary has developed a calendar and has entered the budgets she has received through
the end of last week. She has received more budgets and hopes to have the General Fund draft
preliminary budget completed before she leaves. MMIA preliminary rates have been received:
liability rates will increase 5% due to a mod factor increase, workers comp will increase 8% due to a
mod factor increase, and property insurance will stay the same. The increases do not factor in any
wage increase at this time.
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Budget/Finance Committee
April 6, 2010
Mary told the committee that she has been working on a "transition plan" for when she leaves at the
end of the week: a calendar has been developed listing the tasks performed by her desk for each
month, the Accounting Policies and Procedures have also been updated, and will require council
approval when the remainder of the book is updated by her staff, and a listing of the status of the
projects and grants has been written up and includes accounting information. Mary will leave contact
information and stated that her new employer has already approved of receiving phone calls from the
city during the next few months.
Mayor's Comments:
TIFD update: Mayor Olson was unable to attend Monday's LURA meeting, so Bill reported that he
told LURA about two 4 -inch sewer lines found by city staff. This means that only a water line is
needed for the extension to the south side of West Main Street, reducing the cost of the project
considerably. Bid opening for this project is April 12 The committee asked if there had been any
progress on the movie theatre project. Bill stated that LURA will try to find the principles and invite
them to a meeting to discuss their needs.
Intake lids — cost recovery: Mayor Olson stated that Sam has found another attorney to work on this
issue on a contingency basis. Mr. Legare has expertise in this arena, and has contacts in Bozeman to
review and issue another report on the engineering of the lost lids. The committee indicated that this
should proceed.
Chief Administrative Officer Comments:
Impact Fees: Nothing new to report.
West Main Sidewalk SID & overlay: Mary stated that Dorsey & Whitney will send an engagement
letter to work in issuing bonds for the SID. The city can finance the debt through a local bank or
Intercap. It was suggested by bond counsel that since the issue is so small (around $20,000 due to
CTEP funding), that property owners be offered the opportunity to pay up front. The MDOT will
open bids on the project on April 8
Wastewater Plant Upgrade project: Bill reported that staff has been working with Great West on
plans for Phase 2A2. Construction continues on Phase 2A1 and the contractors have run into
contaminated water and soil while putting in the water line between the plants. The oil companies
have been notified, as well as the DEQ. This may increase the costs, and has delayed the project.
Other — Doug stated that with budgets and union negotiations coming up, he suggested that the
council convey their thoughts for wage and benefit increases. He will discuss this further with the
mayor, and it may be added to the next agenda.
Chuck stated that Federal Credit Unions have made the decision to not allow any accounts for
medical marijuana as it may be in conflict with Federal law. He wondered since the city takes
Federal money, would the city be in conflict as well? Sam will be consulted on this issue.
The next regular Budget/Finance meeting will be Tuesday, April 20 at 5:30 p.m.
For next agenda: Same.
The meeting adjourned at 6:10 p.m.
Respectfully submitted,
Mary K.bleton, City Clerk/Treasurer
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